Job Title: File Library Assistant

August 23, 2021

Primary Purpose
This position is primarily responsible for data entry of refugee case files in the File Library including receipt,
filing and logging out case files from the File Library to ensure accuracy and integrity of the records in
accordance with RSC Africa and PRM standard operating procedures. This position will act as the backup
when the File Librarian is on leave.

Supervision
This position reports directly to the File Library Supervisor.

Essential Duties

1. Arranging, labeling, storing, moving/transferring of records and/or supervising the same.
2. Preparing and sending case files to USCIS/FOD’s Office in the U.S. embassy Nairobi in accordance with
standard operating procedures.
3. Receiving case files from USCIS/FOD’s Offices in the U.S. embassy Nairobi and IOM, updating the records
in the Library Management System and transferring the case files to Adjudications and USCIS Admin Units’
Supervisors for review, updates or dissemination to any other staff that the case file may be addressed to.
4. Opening the file library and the file cabinets in the file library in the morning and closing in the evening after
close of business.
5. Checking in and out case files from the file library by entering the records in the file library Management
System, and/or in the manual record books.
6. Receiving newly created case files from Programs staff, associating them with RFIDs and updating the
Library Management System.
7. Checking and confirming case file statuses in the START database and updating new case file location in
the Library Management System in accordance with standard operating procedures.
8. Filing all case files in the file library cabinets according to their alphabetical order.
9. Pulling, arranging and organizing Denied/Closed Post USCIS cases in USCIS boxes ready for transferring
to USCIS Nairobi for onward transfer to National Record Centre according to the standard operating
procedures.
10.Pulling Closed Pre USCIS cases, updating START statuses and Library Management System and then
shredding/destroying them
11.Preparing and organizing case files in the file library according to their statuses as per the requirements of
other operations units.
12.Assisting other operations staff in tracking down the location of case files in the Library Management System
and other manual records.
13.Retrieving case files or departure records from the Scan Server and printing scanned documents upon
request by Supervisors and Field Team Leaders.
14.Complying and ensuring compliance with Library SOPs and the USRAP Integrity Compliance Module and
adherence to the Guidelines for the Treatment of Refugee records.
15.Serving as the contact person for all inquiries directed to the file library while the File Librarian is on
leave

16.Participating and/or supervising regular file audits to maintain order while the File Librarian is on leave.
17.Ensuring timely preparation of statistical reports while the File Librarian is on leave.
18.Other duties that may be assigned by the supervisor to enhance the efficiency of the file library operations.

Qualifications
Education:
High school diploma or equivalent is required.

Experience:
Five (5) years of paid work experience is required

Knowledge/Skills:

Demonstrated beginner level computer skills, especially Microsoft Word, Excel, Outlook, and Access

Abilities:
The File Library Assistant must have the ability to:

work independently and contribute to overall File Library process as per the standard operating procedures;
adhere to RSC Africa, Data Integrity Standard Operating Procedures;
communicate effectively both verbally and in writing;
follow instructions from the Supervisor with a positive and receptive attitude;
deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public;
conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;
maintain a high performance standard with attention to detail;
carry out all of the duties of the position efficiently and effectively with minimal supervision;
work independently and contribute to overall operations of RSC Africa;
take initiative in the development and completion of projects;
lead others and address issues as they arise;
maintain strict confidentiality with RSC Africa administrative and operational information;
manage a large and diverse workload under pressure with competing priorities;
analyze and solve complex problems and make sound decisions;
work well as a team in a multi-cultural environment while maintaining a high level of motivation;
effectively manage RSC Africa’s resources;
actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).